Administrative Specialist III

King County•Seattle, WA

13d•Hybrid

About The Position

King County Information Technology, Radio Communication Services (RCS) provides services to first responders and other public safety, emergency, and government internal and external King County agencies. RCS is seeking a full-time position that will perform administrative support duties for that will include customer service, procurement, records management, accounts payable/receivable, shipping/receiving, staff support, and other general administrative duties as assigned. This position will cover walk-in customers, front-counter parts sales, fielding the radio shop main phone line and email, as well as a variety of administrative tasks to support RCS operations. The successful candidate will support daily operational, procurement, and customer-service functions using Microsoft Office, Oracle EBS (iProcurement/iExpense), and Dynamics 365 Field Services. The role includes procurement and inventory management such as ordering radio equipment, installation parts, tools, and supplies; processing depot repairs; creating purchase requests; and maintaining accurate inventory records in Dynamics 365. The specialist will also handle financial and administrative processing by generating purchase requisitions, submitting expense reports, supporting accounts receivable, and managing incoming mail. Additional responsibilities include office and logistics support such as managing office and janitorial supplies, coordinating shipping for parts and equipment repairs, receiving delivered goods, notifying requesters, and updating inventory systems. The position also provides backup operational support to the RCS Business Finance Officer III role by monitoring work tickets for month-end revenue collection and assisting with customer accounts and assets. Customer-facing duties include front-counter service, greeting walk-in customers, assessing service needs, routing requests to technicians, processing part sales and customer orders, managing phone inquiries, and directing callers to the appropriate staff member. KCIT uses the power of technology to digitally transform King County. Building vibrant communities through digital equity and social justice, KCIT offers innovative solutions that engage, empower, and serve our residents, businesses, communities and interested stakeholders. As the first-place recipient of the 15th annual National Association of Counties (NACo) Digital Counties Survey, KCIT is recognized for its vision, strategy, innovation, and collaboration. KCIT has a focus of delivering smart technology solutions that support customers, building stronger communities through innovation. KCIT is providing the building blocks for many of the region's most critical services. As the business solutions partner, we collaborate with the 18 County departments to develop products and services that better serve the needs of our customers and our community. To learn more about KCIT, please visit: http://kingcounty.gov/depts/it.aspx

Requirements

Five or more years of experience with providing direct and/or indirect services to First Responders/other government and public safety radio service users
Three or more years of experience providing administrative support
Three or more years of experience with procurement, order processing/management
Three or more years of accounts receivable/payable experience
Software experience with Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint, SharePoint and Dynamics 365
Experience providing face-to-face and virtual/phone customer service
Excellent verbal and written communication skills
Ability to work well with a team and proactively provide team support
Excellent organizational skills and great attention to detail
Efficient time management and ability to exercise appropriate judgement for task prioritization
Familiarity with shipping and receiving procedures
Proactive and self-directed

Nice To Haves

Experience with MS Project, Oracle, SharePoint, PeopleSoft
Familiarity with Motorola or similar radios, parts and equipment
Five or more years of experience providing administrative support
Familiarity with MS Dynamics (Field Services Modules - work orders, assets, scheduling)
Familiarity with emergency radio services
Knowledge and experience providing administrative support for subscriber services.
Experience providing direct and indirect customer services to First Responders and other government and public safety radio services users.
Experience with Microsoft Office application OneNote
Experience with requesting JIRA tickets through Puget Sound Emergency Network

Responsibilities

Create Procurement Request Form submissions
Procure goods and services for office supplies, parts/equipment, tools, supplies, and repairs
Process vendor invoices for payment using King County-issued credit card or by requisition
Answer phones and monitor main Radio Shop email for customer requests/inquiries
Maintain and track inventory in Dynamics 365.
Assist with meetings by preparing team agendas, meeting minutes, and related documentation.
Handle shipping/receiving and process mail.